Revised Source Social Care Dataset - Definitions and ...
Transcript of Revised Source Social Care Dataset - Definitions and ...
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PURPOSE OF THIS DOCUMENT
This document has been prepared to assist staff providing social care data with advice and guidance on the
data requirements. There is an accompanying Data Specification document for ISD Social Care Data Mart
which details the file submission and processing rules. This document will be available on the ISD website
Health and Social Care pages.
PURPOSE OF THE DATASET
The Source Social Care (SourceSC) dataset provides an extract of data on social care clients and the
services they receive. Examples of the intended purposes are described below.
This version of the SourceSC dataset aligns the original SourceSC data collection and the Scottish
Government’s Social Care Survey (SCS) into a single dataset which will meet multiple information needs.
In summary, the SourceSC dataset will support local information and intelligence needs of health and social
care Partnerships, national bodies responsible for health and social care, the Scottish Government, and
other bona fide data users. The dataset replaces the SCS as the main source of Official Statistics, including
trends and cross-sectional analyses, on social care support and activities.
Note that through the use of the CHI number it will be possible to link the social care data to the appropriate
health data held by ISD and to mortality data held by NRS at the level of the individual person. This
provides the opportunity to give Partnerships intelligence on the wider pathway of care and outcomes for
which they are responsible. It will show the ways that people use and flow through health and social care,
helping to identify the potential areas for health and care for the future.
The dataset has been split into 7 sections as follows:
Section 1 – Demographics
Section 2 – Client Information
Section 3 – Self Directed Support
Section 4 – Home Care/Reablement
Section 5 – Community Alarms and Telecare
Section 6 - Care Homes
Section 7 – IoRN (optional)
Validation is in place and this will be enhanced in time more details are available in the Data Specification
document. Data items required as part of validation are highlighted within the relevant sections of this
document as being mandatory data items and must be submitted in order for the file to pass validation.
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Some of the mandatory data items will create a unique record identifier which allows the data to be updated
and processed.
Optional data items which contain no value or have a value missing should be submitted as an empty field,
zero must not be used as a default value.
INCLUSIONS:
Information should be returned on every client/service user regardless of their age (please note that some
exclusions apply – see EXCLUSIONS section below) who has had an assessment or review of their needs
and who as a result of this assessment received/used the following support or services which have been
active at any time during the collection period:
Social Worker/support worker services (Community Care, Mental Health, Substance Misuse,
Children with disabilities)(provided or funded by your Local Authority)
Community Alarm
Other Telecare service
Reablement
Home Care (personal and non personal care)
Housing Support
Care Home
SDS
Carer
EXCLUSIONS:
Data should not be returned for clients/service users who:
Have been assessed but do not require a care plan or social care service
Child Protection Social Work
Looked after Children Social Work
Adoption & Fostering Social Work
Residential Child Care Social Work
Criminal Justice Social Work.
The criteria on what should be included and excluded for each section of the dataset are highlighted within
the relevant sections of this document.
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SUBMISSION
Each section of the dataset should be submitted as a separate csv files and transferred via the secure
Globalscape file transfer system.
Section 1 and 2 should be submitted for all clients regardless of their age (please note that some
exclusions apply – see EXCLUSIONS section on page 2). We are aware that not all sections will be
applicable to every client. However, where a client received any of the services identified in the dataset,
this information should be submitted in sections 3 to 6.
Each section submitted should contain the client/service user Social Care ID to allow the submission to be
linked to the other sections submitted for that client/service user.
Multiple rows for each client/service user which allow the ability to capture changes of circumstances during
a reporting period are allowed and these are detailed further within each section of the dataset.
The following data/variable formats are used within the dataset:
Integer Only whole numbers can be submitted in fields with an integer format e.g. 1, 10, 100.
Decimal points will not be accepted.
For large numbers the ‘thousand’ display format characters such as the comma should
not be included.
Numeric Whole numbers and numbers containing decimal points can be submitted in fields with
a numeric format e.g. 1, 10.5, 20.25, 100.
Where the number submitted contains decimals, the period character ‘.’ will be used as
the decimal point.
Alpha
Numeric
Any combination of alphabetic, numeric and special characters can be submitted in
fields with an alpha numeric format e.g. A0001, G52, O’Donnell.
Both uppercase and lowercase characters will be accepted.
Alpha Only alphabetic characters can be submitted in fields with an alpha format e.g.
Scotland.
Both uppercase and lowercase characters will be accepted.
Date All date fields should be submitted with the following format; DDMMCCYY where DD is
the day of the month, MM is the month of the year and CCYY is the year e.g.
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01062014.
If a 7 digit date is submitted it will be left zero padded to 8 digits i.e. a 0 will be added to
the start of the 7 digits submitted.
Financial
Year
The earliest year component should be submitted, e.g. 2017 should be submitted for
the financial year 2017/2018.
Hours Number of hours. Where a whole number of hours are being submitted it should be
recorded without the decimal point e.g. 20.
Minutes Where minutes within an hour are being recorded these should in fractions of an hour in
15 minute increments e.g. 0.25, 10.50, 250.25.
Monetary
Values
All monetary values should be submitted as pounds.pence (£.pp) and can be to two
decimal places. e.g. Five thousand pounds and fifty pence should be entered as
5000.50 not £5,000.50. The £ sign and commas should not be submitted.
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NEW SOURCE DATA SUMMARY
Section 1: Demographics
1.1 Social Care ID* 1.2 CHI Number
1.3 Surname 1.4 Forename
1.5 Postcode 1.6 Date of Birth (DoB)
1.7 Gender 1.8 Ethnic Group
Section 2: Client Information
2.1 Financial Year 2.2 Financial Quarter
2.3 Client/Service User Group 2.4 Living Alone
2.5 Support from an Unpaid Carer 2.6 Client has a Social Worker
2.7 Housing Support 2.8 Type of Housing
2.9 Meals 2.10 Day Care
Section 3: Self Directed Support
3.1 Financial Year 3.2 Financial Quarter
3.3 SDS Option(s) 3.4 SDS Start Date
3.5 SDS End Date (where applicable) 3.6 SDS Contribution
3.7 SDS Needs 3.8 SDS Support
3.9 Net Value SDS 1 3.10 Net Value SDS 2
3.11 Net Value SDS 3 3.12 Net Value TOTAL
3.13 Gross Value SDS 1 3.14 Gross Value SDS 2
3.15 Gross Value SDS 3 3.16 Gross Value TOTAL
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Section 5: Community Alarms and Telecare
5.1 Financial Year 5.2 Financial Quarter
5.3 Service Start Date 5.4 Service End Date
5.5 Service Type 5.6 Service Provision Budget
Section 6: Care Home
6.1 Financial Year 6.2 Financial Quarter
6.3 Care Home Name 6.4 Care Home Postcode
6.5 Care Home Provider 6.6 Care Home Admission Date
6.7 Care Home Discharge Date 6.8 Reason for Admission
6.9 Nursing Care Provision 6.10 Funding Type
6.11 Local Authority Contribution 6.12 Service Provision Budget
Section 7: IoRN
7.1 Financial Year 7.2 Financial Quarter
7.3 IoRN Group 7.4 Date of IoRN Group
*Note: Social Care ID is shown as 1.1 above but it should be understood that the Social Care ID has to be present on
all sections submitted.
Section 4: Home Care/Reablement
4.1 Financial Year 4.2 Financial Quarter
4.3 Home Care Service Provider 4.4 Home Care Service
4.5 Home Care Service Start Date 4.6 Home Care Service End Date
4.7 Home Care Hours 4.8 Multi-Staff Input
4.9 Home Care Service Provision Budget 4.10 Reablement
4.11 Reablement Service Provision Budget
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SECTION 1: DEMOGRAPHICS
Demographic data should be submitted for every active client/service user and is required to allow ISD to
generate a CHI number where required. The CHI number may be used to link social care data to other
data, for example, health data.
Demographic data relating to any new clients/service users within the reporting period should be
submitted. This includes changes to postcode, surname etc. However, if easier for data providers we can
also take demographic information for all clients.
1.1 SOCIAL CARE ID
Definition: A unique reference number which may be used across social care systems to identify an
individual client’s/service users record. This number may be national or local to each Local Authority area.
Common Names: System Number/ID; Unique Identifier; Reference Number
Format: Alpha Numeric (20)
RECORDING GUIDANCE
This is a mandatory data item.
The same identifier must be used in each submission for an individual client/service user. This identifier
will be required for each file submitted. This identifier should be the same identifier used previously to
submit data to Scottish Government for the Social Care Survey. This is to ensure the continuation of
longitudinal data analysis.
1.2 CHI NUMBER
Definition: The Community Health Index (CHI) is a population register which is used in Scotland for
health care purposes. The CHI number uniquely identifies a person on the index.
The CHI number is a unique numeric identifier, allocated to each patient on first registration with the
health service.
The CHI number is a 10-character code consisting of the 6-digit date of birth (DDMMYY), two digits, a 9th
digit which is always even for females and odd for males and an arithmetical check digit.
Format: Integer (10)
RECORDING GUIDANCE
This is an optional data item.
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1.3 SURNAME
Definition: The part of a person’s name which is used to describe family, clan, tribal group, or marital
association.
Common Names: Second Name; Family Name
Format: Alpha Numeric (35)
RECORDING GUIDANCE
This is a mandatory data item.
The surname must conform to the following:
Can contain alphabetic characters, hyphen, space or an apostrophe
Must be a minimum of 2 characters.
1.4 FORENAME
Definition: The forename or given name of the client/service user.
Common Names: First Name; Given Name
Format: Alpha Numeric (35)
RECORDING GUIDANCE
This is a mandatory data item.
The forename must conform to the following:
Can contain alphabetic characters, hyphen, space or an apostrophe
Must be a minimum of 2 characters.
1.5 POSTCODE
Definition: Postcode of the client’s/service user’s main place of residence at the end of the reporting
period.
Common Names: Postal Code
Format: Alpha Numeric (8)
RECORDING GUIDANCE
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This is a mandatory data item.
For all permanent care home residents, the postcode of the care home should be recorded.
For temporary care home residents, the postcode of their main place of residence should be recorded.
Where a client/service user has been placed in temporary accommodation (e.g. Homeless) the postcode
of their temporary accommodation should be recorded.
Any homeless person with no temporary accommodation and no fixed abode should have a postcode of
NF1 1AB.
Partial postcodes will not be accepted. Full postcodes do not require a space between each component
part e.g. EH33XXX.
1.6 DATE OF BIRTH (DOB)
Definition: The date on which the client/service user was born or is officially deemed to have been born,
as recorded on their birth certificate.
Format: Date – DDMMCCYY (8)
RECORDING GUIDANCE
This is a mandatory data item.
1.7 GENDER
Definition: A statement by the individual about the gender they currently identify themselves to be.
Common Names: Sex
Format: Integer (1)
Codes/Values
Code Description
0 Not Known
1 Male
2 Female
9 Not Specified
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RECORDING GUIDANCE
This is a mandatory data item
Since gender can be self-assigned and can change, it should not be presumed by a care professional.
If a client/service user is undergoing or has undergone gender reassignment, then record Code 1 - Male
or Code 2 - Female as they wish to indicate their perceived gender at that time.
If the client/service user is unable or unwilling to specify their current gender or does not have a clear idea
of what their current gender is then record Code 9 – Not Specified.
1.8 ETHNIC GROUP
Definition: A statement made by the client/service user about their current ethnic group.
Format: Alpha Numeric (2)
Codes/Values
Code Description
1 White
1A White – Scottish
1B White – Other British
1C White – Irish
1K White – Gypsy/Traveller
1L White – Polish
1Z White – Other White ethnic group
2A Any mixed or multiple ethnic groups
3 Asian, Asian Scottish or Asian British
3F Asian, Asian Scottish or Asian British – Pakistani, Pakistani Scottish or Pakistani British
3G Asian, Asian Scottish or Asian British – Indian, Indian Scottish or Indian British
3H Asian, Asian Scottish or Asian British – Bangladeshi, Bangladeshi Scottish or Bangladeshi British
3J Asian, Asian Scottish or Asian British – Chinese, Chinese Scottish or Chinese British
3Z Other Asian, Asian Scottish or Asian British
4 African
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4D African – African, African Scottish or African British
4Y African – Other African
5 Caribbean or Black
5C Caribbean or Black – Caribbean, Caribbean Scottish or Caribbean British
5D Caribbean or Black – Black, Black Scottish or Black British
5Y Caribbean or Black – Other Caribbean or Black
6A Other Ethnic Group – Arab, Arab Scottish or Arab British
6Z Other Ethnic Group
98 Refused/Not Provided
99 Not Known
RECORDING GUIDANCE
This is a mandatory data item.
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SECTION 2: CLIENT INFORMATION
The Client Information section is mandatory and must be returned as part of the submission. All data items
in the Client Information section are mandatory and must be recorded.
Client information should be submitted for all clients regardless of their age and must be submitted alongside a
demographic file even if no other sections of the dataset apply to the client/service user.
2.1 FINANCIAL YEAR
Definition: The financial year that the records relate to. Financial year runs April to March.
Format: Integer (4)
RECORDING GUIDANCE
This is a mandatory data item.
Earliest year component of the financial year should be submitted e.g. 2017 should be submitted for the
financial year 2017/2018.
2.2 FINANCIAL QUARTER
Definition: The financial quarter that the records relate to.
Format: Integer (1)
Codes/Values
Code Description
1 Quarter 1: April-June inclusive
2 Quarter 2: July-September inclusive
3 Quarter 3: October-December inclusive
4 Quarter 4: January-March inclusive
RECORDING GUIDANCE
This is a mandatory data item.
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2.3 CLIENT/SERVICE USER GROUP
Definition: The Client/Service User Group(s) determined by a Social Worker or other Health or Social Care
Professional.
Format: Integer (1)
Codes/Values
Code Description
0 No
1 Yes
RECORDING GUIDANCE
This is a mandatory data item.
Multiple client/service user groups can be recorded.
Please record code value 1 - Yes for each client/service user group that applies.
CLIENT/SERVICE USER GROUP CATEGORIES
2.3a Dementia
Dementia is a global deterioration of intellect, memory and personality. Dementia is normally a
progressive condition resulting in cognitive impairment ranging from some memory loss and confusion to
complete dependence on others for all aspects of personal care. Does not need to be medically
diagnosed.
Exclude: Confusion due to other causes e.g. medicines, severe depression.
2.3b Mental Health Problems
Mental health problems are characterised by one or more symptoms including: disturbance of mood (e.g.
depression, anxiety, mania), delusions, hallucinations, disorder of thought, sustained or repeated irrational
behaviour.
Mental Health symptoms or conditions include, but are not limited to:
• Schizophrenia, schizotypal and delusional disorders
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• Neurotic, stress-related and somatoform disorders
• Behavioural syndromes associated with physiological
• Disorders of adult personality and behaviour disturbances and physical factors
• Behavioural and emotional disorders with onset usually occurring in childhood and adolescence
• Disorders of psychological development.
Include: Clients/service users assessed as having mental health problems whether or not the symptoms
are being controlled by medical treatment.
Exclude: Alcohol or drug related problems; Dementia, Autism, Learning Disabilities as there are separate
categories for these.
2.3c Learning Disability
Learning disability is defined as follows within the Scottish Government’s learning disability strategy “The
Key to Life”:
A learning disability is a significant lifelong condition which is present prior to the age of eighteen and
which has a significant effect on a person’s development. People with a learning disability will need more
support than their peers to:
• Understand new and/or complex information
• Learn new skills and;
• To lead independent lives.
Learning disability does not include specific learning difficulties such as dyslexia. An acquired brain injury
which occurs at age eighteen or over would also not be considered as a learning disability.
Source: Learning Disability Statistics Scotland https://www.scld.org.uk/what-we-do/population-
statistics/
The Keys to Life: https://keystolife.info/
Exclude: Autism Spectrum Disorder (ASD) which has its own category – see section 2.3k below.
2.3d Physical & Sensory Disability
Physical disabilities have many causes in chronic illness, accidents, and impaired function of the nervous
system which, in particular physical or social environments, results in long term difficulties in mobility,
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hand function, personal care, other physical activities, communication, and participation.
Include: Visual impairment, hearing impairment, sensory impairment*, severe epilepsy; limb loss; limiting
illness*; severe arthritis; chronic pain*; diseases of the circulatory system (including heart disease);
diseases of the central nervous system (e.g, spina bifida and paraplegia).
Visual impairment: Blindness or partial sightedness (unless problems resolved by spectacles or contact
lenses).
Hearing impairment: Profound or partial deafness and other difficulties in hearing (unless problems
resolved by a hearing aid).
Exclude: Acquired Brain Injury. These clients/service users should be recorded under Neurological
Condition Groups (2.3j).
Problems arising from infirmity due to age. These clients/service users should be recorded in the separate
category Elderly/Frail (2.3i).
*These are examples offered by Local Authorities. Current local practices in the recording of this category
are not required to change.
2.3e Drugs
Often referred to as Addiction; Substance Misuse
Drug-related problems: Any person who experiences social, psychological, physical or legal problems
related to intoxication and/or regular excessive consumption and/or dependence as a consequence of
his/her use of drugs or psychoactive substances.
2.3f Alcohol
Alcohol-related problems: Any person who experiences social, psychological, physical, or legal problems
related to intoxication and/or regular excessive consumption and/or dependence as a consequence of
his/her use of alcohol.
Exclude: Alcohol Related Brain Damage (ARBD). These clients/service users should be recorded under
Other Vulnerable Groups (2.3l).
2.3g Palliative Care
Often referred to as End of Life Care; Terminal Care.
Palliative care is an approach that improves the quality of life of patients and their families facing the
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problems associated with life-threatening illness, through the prevention and relief of suffering by means
of early identification and impeccable assessment and treatment of pain and other problems, physical,
psychosocial and spiritual.
Source: http://www.who.int/cancer/palliative/definition/en/ for full definition.
2.3h Carer
The client/service user is a carer and received social care services.
Carers provide care and support to family members, other relatives, partners, friends and neighbours of
any age affected by physical or mental health issues (often long-term), disability, frailty or substance
misuse.
2.3i Elderly/Frail
Often referred to as Older People; Problems arising from infirmity due to age.
Clients/service users should be included in this category if they are receiving care/services arising from
infirmity due to age.
This category should only be used for clients/service users aged 65 and over.
2.3j Neurological condition (excluding Dementia)
Neurological conditions result from damage to the brain, spinal column or nerves caused by illness or
injury. These include epilepsy, cerebrovascular diseases including stroke, multiple sclerosis, motor
neurone disease, Parkinson’s disease, cerebral palsy and acquired brain injury.
2.3k Autism
An autism spectrum diagnosis is characterised by the “triad of impairments” which are:
Social interaction – difficulty with social relationships, for example appearing aloof and indifferent to
other people.
Social communication – difficulty with verbal and non-verbal communication, for example not fully understanding the meaning of common gestures, facial expressions or tone of voice.
Imagination – difficulty in the development of interpersonal play and imagination, for example having a limited range of imaginative activities, possibly copied and pursued rigidly and repetitively.
Only those who have received a formal medical diagnosis of being on the autism spectrum should be
included.
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2.3l Other Vulnerable Groups
Clients/service users should be included in this client/service user group if they do not fall under any other
categories.
Include: Alcohol Related Brain Damage (ARBD); Domestic Abuse*; HIV/AIDS; Homelessness*;
Refugees/Asylum Seekers*; Social/Emotional Behaviour*; Trauma*; Vulnerable Adults*.
*These are examples offered by Local Authorities. Current local practices in the recording of this category
are not required to change.
2.3m Not Recorded
Clients/service users should be included in this category if the client/service user group is unknown or has
not yet been recorded on the system.
Where a client/service user group is not recorded, it is expected that in future submissions the
client/service user group should be known.
If Not Recorded = 1 (description =Yes) then none of the other client/service user groups can also be
coded as 1 (description = Yes).
2.4 LIVING ALONE
Definition: Indicator of whether the client/service user lives alone
Format: Integer (1)
Codes/Values
Code Description
0 No
1 Yes
9 Not Known
RECORDING GUIDANCE
This is a mandatory data item.
This should be the status of the client at the end of the reporting period.
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Include:
• Mainstream Housing
• Sheltered Accommodation
• Supported Accommodation (single tenancy).
Exclude:
• Care Home
• Supported Accommodation (shared tenancy).
This data item is to establish if the client/service user lives alone and if this is likely to have a bearing on the
care/services required. It is not to establish tenancy/housing.
2.5 SUPPORT FROM AN UNPAID CARER
Definition: Indicator of whether the client/service user received support from an unpaid carer at any point
during the quarter.
Common Names: Carer; Informal Carer; Family Carer
Format: Integer (1)
Codes/Values
Code Description
0 No
1 Yes
9 Not Known
RECORDING GUIDANCE
This is a mandatory data item.
An unpaid carer is a person who provides care and support to another person with care needs and is not a
paid worker or volunteer. Volunteers may support the cared-for person and/or the unpaid carer, but they are
not the unpaid carer in this context. Some carers care intensively or are life-long carers whilst others care for
shorter periods. Anybody can become a carer at any time, sometimes for more than one person. Carers can
be any age i.e. young carers and often the unpaid carer is a relative, neighbour or friend.
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2.6 CLIENT HAS A SOCIAL WORKER
Definition: Indicator of whether the client/service user has an assigned Social Worker, Support Worker or
Allocated Worker at any point during the quarter.
Format: Integer (1)
Codes/Values
Code Description
0 No
1 Yes
9 Not Known
RECORDING GUIDANCE
This is a mandatory data item.
Information should be provided on every client/service user during the reporting period who as a result of an
assessment has an assigned Social Worker, Support Worker or Allocated Worker who is provided or funded
by your Local Authority.
Include:
Community Care Social Work
Mental Health Social Work
Substance Misuse Social Work
Children with Disabilities Social Work
Multi Disciplinary Social Work Team (Occupational Therapists etc)
Exclude:
Child Protection Social Work
Looked after Children Social Work
Adoption & Fostering Social Work
Residential Child Care Social Work
Criminal Justice Social Work
2.7 HOUSING SUPPORT
Definition: Indicator of whether the client/service user received housing support at any point during the
quarter.
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Common Names: Service Funding Source
Format: Integer (1)
Codes/Values
Code Description
0 No
1 Yes
9 Not Known
RECORDING GUIDANCE
This is a mandatory data item.
Housing Support services help people to live as independently as possible in the community. These services
help people manage their home in different ways. These include assistance to claim welfare benefits, fill in
forms, manage a household budget, keep safe and secure, get help from other specialist services, obtain
furniture and furnishings and help with shopping and housework. The type of support that is provided will aim
to meet the specific needs of the client/service user.
Information should be returned on every client/service user who received supported living (Housing Support)
services which are aimed at enabling the client/service user to maintain independent living.
The following services should be excluded:
Short-term homelessness services
Women escaping domestic violence services
Telecare and Community Alarm services (which might also be considered Housing Support services) should
not be included in this section – see section 5 (Community Alarms and Telecare).
2.8 TYPE OF HOUSING
Definition: See notes below for definition of types of housing.
Format: Integer (1)
This should be the status of the client at the end of the reporting period.
Codes/Values
Code Description Example
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1 Mainstream This is a private home (either owned/mortgaged or rented) which has not been adapted for special needs in any way.
2 Supported This includes: Special housing: premises that have
been adapted to meet the need of people with
particular needs, e.g. wheelchair access. Amenity
housing: a group of premises with special
modifications for particular needs but not supported by
a warden. Sheltered housing: self-contained
premises linked to a warden who provides specialist
support to tenants. Supported accommodation: A
home where external support is put in place to help the
tenants live as independently as possible.
3 Long Stay Care Home Short-stay residents should be recorded the most
appropriate of the other code options.
4 Hospital or other medical establishment To be used for long term patients only.
5 Other Anything not covered in categories 1, 2, 3, 4.
6 Not Known To be used when type of housing is not known
RECORDING GUIDANCE
This is a mandatory data item.
2.9 MEALS
Definition: An indicator of whether the client/service user received a Meals Service at any point during the
quarter.
Format: Integer (1)
Codes/Values
Code Description
0 No
1 Yes
9 Not Known
RECORDING GUIDANCE
This is a mandatory data item.
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Include both hot meals such as Meals on Wheels or a frozen meal where the client/service user is provided
with frozen meals each week.
2.10 DAY CARE
Definition: An indicator of whether the client/service user has received a day care service within the reporting
period.
Format: Integer (1)
Codes/Values
Code Description
0 No
1 Yes
9 Not Known
RECORDING GUIDANCE
This is a mandatory data item.
Day care involves attendance at a location other than the clients/service users own home for personal, social,
therapeutic, training or leisure purposes
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SECTION 3: SELF DIRECTED SUPPORT (SDS)
Information must be returned on every person who has had an assessment or review of their needs and who
has chosen to receive support through one of the Self-Directed Support options. Clients should be reported if
they received support at any time during the financial year.
All mandatory data items are required for the file to be processed and linked. Multiple records may be
submitted if there are more than one start and/or end date within the financial period.
3.1 FINANCIAL YEAR
Definition: The financial year that the cost relates to. Financial year runs April to March.
Format: Integer (4)
RECORDING GUIDANCE
This is a mandatory data item.
Earliest year component of the financial year should be submitted e.g. 2017 should be submitted for the
financial year 2017/2018.
3.2 FINANCIAL QUARTER
Definition: The financial quarter that the cost relates to.
Format: Integer (1)
Codes/Values
Code Description
1 Quarter 1: April-June inclusive
2 Quarter 2: July-September inclusive
3 Quarter 3: October-December inclusive
4 Quarter 4: January-March inclusive
RECORDING GUIDANCE
This is a mandatory data item.
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3.3 SELF DIRECTED SUPPORT OPTION(S)
As of 1st April 2014, the Self-Directed Support legislation means that all social care clients should be given a
choice as to how they wish to receive their support. If a client has both: a) made such a choice as part of the
assessment process and b) received support resulting from this choice during any part of the reporting period,
then they should be included in this section.
Format: Integer (1)
Codes/Values
Code Description
0 No
1 Yes
RECORDING GUIDANCE
This is a mandatory data item.
Information must be returned on every client/service user who has had an assessment or review of their needs
and who has chosen to receive support through one of the Self Directed Support options. Client/service users
can receive one or more self directed support option(s) and should be reported if they received support at any
time during the reporting period.
Multiple SDS options may be reported in a single record.
The options are as follows:
• 3.3a Option 1 - Direct Payment
• 3.3b Option 2 - The Person Directs the Available Support
• 3.3c Option 3 - The Local Authority Arranges the Support
If the client/service user has received support record code value1 - Yes for each SDS Option that applies.
SDS CATEGORIES:
3.3a Option 1 - Direct Payment
The client/service user received a sum of money into a bank account or on to a pre-paid debit card or by other
means. A direct payment means that the client/service user can purchase and commission services as a
private individual.
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3.3b Option 2 - The Person Directs the Available Support
The client/service user has been assessed as requiring a sum of money in order to meet agreed outcomes
and will choose the support/services that they want and the Local Authority will make the arrangements to put
these services in place. The money can remain within the Local Authority, or it can be delegated to a provider
to hold and distribute under the clients/service users direction. An example of this mode of support would be
an Individual Service Fund.
3.3c Option 3 - The Local Authority Arranges the Support
This option applies when:
The client/service user has been assessed as requiring a sum of money to meet agreed outcomes; and
The client/service user has been explained all the options available to them with regard to SDS; and
o The client/service user has chosen that the Local Authority decide and arrange these services;
or
o The client/service user has not made a choice towards one of the other SDS options.
The SDS legislation specifies that a client/service user is deemed to have chosen SDS3 in cases where they
do not make any other defined SDS options choice.
3.4 SDS START DATE
Definition: The date on which the client/service user started to receive SDS or the date where the support
significantly changed following a review.
Format: Date – DDMMCCYY (8)
RECORDING GUIDANCE
This is a mandatory data item.
3.5 SDS END DATE
Definition: The date on which the client/service user stopped receiving SDS support.
Format: Date – DDMMCCYY (8)
RECORDING GUIDANCE
This is a mandatory data item where applicable
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3.6 SDS CONTRIBUTION
Definition: The Financial contributor of the total Care Package value.
Format: Integer (1)
Codes/Values
Code Description
0 No
1 Yes
The options are as follows:
• 3.6a Social Work
• 3.6b Housing
• 3.6c Independent Living
• 3.6d Health
• 3.6e Client
• 3.6f Other
• 3.6g Not Known
RECORDING GUIDANCE
This is a mandatory data item.
For each client/service user record code 1 - Yes if the client/service user received a contribution from this
source and record code 0 - No if they don’t
Each client/service user must have at least one Contributor to their total care package recorded.
Multiple SDS contributors may be recorded.
3.7 SDS NEEDS
Definition: The type of assessed support needs provided through SDS
Format: Integer (1)
Codes/Values
Code Description
0 No
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1 Yes
The options are as follows:
• 3.7a Personal Care
• 3.7b Health Care
• 3.7c Domestic Care
• 3.7d Housing Support
• 3.7e Social, Educational, Recreational
• 3.7f Equipment and Temporary Adaptations
• 3.7g Respite
• 3.7h Meals
• 3.7i Other
• 3.7j Not Known
RECORDING GUIDANCE
This is a mandatory data item.
For each of the categories above record code value 1 – yes if the client/service has had this type of need
identified and record value 0 - No if they don’t receive a contribution from the source.
Each client/service user must have at least one SDS Need identified for each SDS Care Package.
Multiple SDS Needs may be recorded.
3.8 SDS SUPPORT
Definition: The type of support mechanism provided through SDS
Format: Integer (1)
Codes/Values
Code Description
0 No
1 Yes
The options are as follows:
• 3.7a Personal Assistance Contract
• 3.8b Local Authority
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• 3.8c Private
• 3.8d Voluntary
• 3.8e Other
• 3.8f Not Known
RECORDING GUIDANCE
This is a mandatory data item.
For each of the categories above record value 1 if the client/service received support through this mechanism
and record value 0 if they haven’t had this type of need identified.
At least one support option code must be submitted for each SDS Care Package.
Multiple SDS support options may be recorded.
NET VALUE SDS
The overall budget of Health and Social care is based on Net costs therefore the Source social care data
collection collects information on Net cost to be comparable with health costs. This allows analysis to
show where the money is being spent across Health and Social care services and link patterns of
expenditure to outcomes. Collecting Net SDS costs tells us how much the Local Authority alone is
contributing to the Self Directed Support budget.
3.9 NET VALUE SDS 1
Definition: The net value of the agreed budget allocated within the reporting quarterly period
Format: Numeric (10)
RECORDING GUIDANCE
This is a conditional data item and should be present if Option 1 – Direct Payment has been recorded as 1 -
Yes in data item 3.3 Self Directed Support Options
All monetary values should be submitted as pounds.pence (£.pp) and can be to two decimal places e.g. fifty
thousand pounds and fifty pence should be submitted as 50000.50 not £50,000.50. The £ sign and commas
should not be submitted.
3.10 NET VALUE SDS 2
Definition: The net value of the agreed budget allocated within the reporting quarterly period
Format: Numeric (10)
RECORDING GUIDANCE
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This is a conditional data item and should be present if Option 2 – The client/service user Directs the
Available Support has been recorded as 1 - Yes in data item 3.3 Self Directed Support Options
All monetary values should be submitted as pounds.pence (£.pp) and can be to two decimal places e.g. fifty
thousand pounds and fifty pence should be submitted as 50000.50 not £50,000.50. The £ sign and commas
should not be submitted.
3.11 NET VALUE SDS 3
Definition: The net value of the agreed budget allocated within the reporting quarterly period
Format: Numeric (10)
RECORDING GUIDANCE
This is a conditional data item and should be present if Option 3 – The Local Authority Arranges the Support
has been recorded as 1 - Yes in data item 3.3 Self Directed Support Options.
All monetary values should be submitted as pounds.pence (£.pp) and can be to two decimal places e.g. fifty
thousand pounds and fifty pence should be submitted as 50000.50 not £50,000.50. The £ sign and commas
should not be submitted.
3.12 NET VALUE TOTAL
Definition: The total net value the client/service user has received across all SDS options from the Local
Authority within the financial quarter.
Format: Numeric (10)
RECORDING GUIDANCE
This is a mandatory data item.
All monetary values should be submitted as pounds.pence (£.pp) and can be to two decimal places e.g. fifty
thousand pounds and fifty pence should be submitted as 50000.50 not £50,000.50. The £ sign and commas
should not be submitted.
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GROSS VALUE SDS
The gross value includes any financial contributions made by the client/service user and/or other agencies
(Health Boards and other Local Authorities etc) as well as the contribution made by the reporting Local
Authority.
The “Contributor” question within the SDS section allows Local Authorities to indicate which
organisations/people have contributed to the total care package value.
The gross value of the agreed budget represents the financial value associated with the support that the
client was assessed as needing at one point in time. It is not necessarily the amount of support received,
nor the amount used by the client.
3.13 GROSS VALUE SDS 1
Definition: The gross value of the agreed budget allocated within the reporting quarterly period
Format: Numeric (10)
RECORDING GUIDANCE
This is a conditional data item and should be present if Option 1 – Direct Payment has been recorded as 1 -
Yes in data item 3.3 Self Directed Support Options.
All monetary values should be submitted as pounds.pence (£.pp) and can be to two decimal places e.g. fifty
thousand pounds and fifty pence should be submitted as 50000.50 not £50,000.50. The £ sign and commas
should not be submitted.
3.14 GROSS VALUE SDS 2
Definition: The gross value of the agreed budget allocated within the reporting quarterly period
Format: Numeric (10)
RECORDING GUIDANCE
This is a conditional data item and should be present if Option 2 – The client/service user Directs the
Available Support has been recorded as 1 - Yes in data item 3.3 Self Directed Support Options.
All monetary values should be submitted as pounds.pence (£.pp) and can be to two decimal places e.g. fifty
thousand pounds and fifty pence should be submitted as 50000.50 not £50,000.50. The £ sign and commas
should not be submitted.
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3.15 GROSS VALUE SDS 3
Definition: The gross value of the agreed budget allocated within the reporting quarterly period
Format: Numeric (10)
RECORDING GUIDANCE
This is a conditional data item and should be present if Option 3 – The Local Authority Arranges the Support
has been recorded as 1 -Yes in data item 3.3 Self Directed Support Options.
All monetary values should be submitted as pounds.pence (£.pp) and can be to two decimal places e.g. fifty
thousand pounds and fifty pence should be submitted as 50000.50 not £50,000.50. The £ sign and commas
should not be submitted.
3.16 GROSS VALUE TOTAL
Definition: The total gross value the client/service user has received across all SDS options from the Local
Authority within the financial quarter.
Format: Numeric (10)
RECORDING GUIDANCE
This is a mandatory data item.
All monetary values should be submitted as pounds.pence (£.pp) and can be to two decimal places e.g. fifty
thousand pounds and fifty pence should be submitted as 50000.50 not £50,000.50. The £ sign and commas
should not be submitted.
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SECTION 4: HOME CARE/REABLEMENT
Home Care services are defined as:
Practical services which assist the client/service user to function as independently as possible and/or
continue to live in their own home.
Routine household tasks within or outside the home (basic housework, shopping, laundry, paying bills).
Personal care of the client/service user as defined in Schedule 1 of the Community Care & Health Act
2002.
Respite care in support of the client/service users regular carers e.g. Crossroads Care Attendance
Schemes funded by the Local Authority.
Reablement services.
Home Care provided to client/service user living in sheltered housing or supported accommodation.
Exclude:
Live-in and 24 hour services should be excluded from Home Care services – these should be included
as Housing Support services.
Multiple records for a client/service user may exist. Where a home care service is delivered by multiple
providers, information relating to each provider should be recorded.
All active records for a client/service user within the quarterly reporting period should be submitted.
4.1 FINANCIAL YEAR
Definition: The financial year that the records relate to. Financial year runs April to March.
Format: Integer (4)
RECORDING GUIDANCE
This is a mandatory data item.
Earliest year component of the financial year should be submitted e.g. 2017 should be submitted for the
financial year 2017/2018.
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4.2 FINANCIAL QUARTER
Definition: The financial quarter that the records relate to.
Format: Integer (1)
Codes/Values
Code Description
1 Quarter 1: April-June inclusive
2 Quarter 2: July-September inclusive
3 Quarter 3: October-December inclusive
4 Quarter 4: January-March inclusive
RECORDING GUIDANCE
This is a mandatory data item.
4.3 HOME CARE SERVICE PROVIDER
Definition: The organisation type that provides the home care service to the client/service user.
Format: Integer (1)
Codes/Values
Code Description Example
1 Local Authority/Health & Social Care Partnership/NHS Board
If the home care service is provided, arranged and funded by the same Local Authority/Health & Social Care Partnership.
2 Private If the home care service is provided by a private/independent organisation operated on a profit making basis.
3 Other Local Authority If the home care service is provided by a different Local Authority to the one that has funded the service. The Local Authority that has funded the service is responsible for returning the data as part of their submission.
4 Third Sector If the home care service is provided by a not for profit/non-profit organisation, including charities and voluntary organisations
5 Other
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RECORDING GUIDANCE
This is a mandatory data item.
Multiple types of home care services may exist for a client/service user and multiple providers can be
responsible for the same home care service. This may result in multiple records for a client/service user.
4.4 HOME CARE SERVICE
Definition: Services or tasks provided as part of the client’s/service user’s care plan.
This is the type of home care that the client/service user has been assessed as requiring.
Common Names: Tasks; Activities; Service Group; Parent Services; Sub Service; Care Category; Service
Element.
Format: Integer (1)
Codes/Values
Code Description
1 Non-Personal Care
2 Personal Care
0 Not Recorded (includes not known and can’t differentiate)
RECORDING GUIDANCE:
This is a mandatory data item.
Multiple types of home care services may exist for a client/service user and multiple providers can be
responsible for the same home care service. This may result in multiple records for a client/service user.
If non-personal care or domestic tasks are provided to the client/service user, then Code 1- Non-Personal
Care should be recorded. This includes:
• Practical services which assist the client/service user to function as independently as possible and/or
continue to live in their own homes
• Routine household tasks within or outside the home (basic housework, shopping, laundry, paying bills).
If personal care is provided to the client/service user, then Code 2 - Personal Care should be recorded.
Personal care of the client/service user is defined in Schedule 1 of the Community Care & Health Act 2002 as:
35
• Personal hygiene – bathing, showering, hair washing, shaving, oral hygiene, nail care
• Continence management – toileting, catheter/stoma care, skin care, incontinence laundry, bed
changing
• Food and diet – assistance with the preparation of food and assistance with the fulfilment of special
dietary needs
• Problems with immobility – dealing with the consequences of being immobile or substantially immobile
• Counselling and support – behaviour management, psychological support, reminding devices
• Simple treatments – assistance with medication (including eye drops), application of creams and
lotions, simple dressings, oxygen therapy
• Personal assistance – assistance with dressing, surgical appliances, prostheses, mechanical & manual
aids. Assistance to get up and go to bed. Transfers including the use of a hoist.
4.5 HOME CARE SERVICE START DATE
Definition: The date that a significant change was made to the home care service, or if new to service, the
date that the home care service was put in place.
Format: Date - DDMMCCYY (8)
RECORDING GUIDANCE
This is a mandatory data item.
As multiple types of home care services may exist for a client/service user and multiple providers can be
responsible for the same home care service a start date should be recorded for each.
A home care service start date should be recorded when the client/service user starts receiving a home care
service from a provider or there is a significant change to an existing service.
Breaks or pauses in a home care service within the quarterly reporting period (short breaks of less than 7 days
including hospitalisation etc) should not be recorded.
4.6 HOME CARE SERVICE END DATE
Definition: The date that the home care service ended or was significantly changed in line with the care plan.
Format: Date - DDMMCCYY (8)
RECORDING GUIDANCE
This is a mandatory data item where applicable.
36
If a client/service user is receiving a home care service which is on-going at the end of the quarterly reporting
period the home care end date should be left blank.
As multiple types of home care services may exist for a client/service user and multiple providers can be
responsible for the same home care service an end date, where applicable, should be recorded for each.
A home care service end date should be recorded when the client/service user stops receiving a home care
service from a provider or there is a significant change to an existing service.
Breaks or pauses in a home care service within the quarterly reporting period (short breaks of less than 7 days
including hospitalisation etc) should not be recorded.
4.7 HOME CARE HOURS
Definition: Total number of home care service hours.
Format: Numeric (6)
RECORDING GUIDANCE
This is a mandatory data item.
The total number of hours for a client within the quarterly reporting period for each home care service should
be recorded.
The total number of home care hours should be based on planned hours.
The total should include:
Weekend hours
Overnight hours
Reablement hours
Respite hours
Where a client requires more than one member of staff to provide their home care services in a single visit
then only the hours that the client receives should be included. For example, if two staff provide home care
services to a client for 1 hour in a single visit this should be recorded as one hour of home care (rather than
two hours).
37
4.8 MULTI-STAFF INPUT
Definition: Where two or more members of staff are required during a visit.
Format: Integer (1)
Codes/Values
Code Description
0 No
1 Yes – for up to half the visits made
2 Yes – for more than half of the visits made
9 Not Known
RECORDING GUIDANCE
This is a mandatory data item.
Record code 1 - if the client/service user requires two or more members of staff for up to half of the visits made
to provide home care.
Record code 2 – if the client/service user requires two or more members of staff for more than half of the visits
made to provide home care.
4.9 HOME CARE SERVICE PROVISION BUDGET
Definition: Primary budget code that the service has been funded by.
Common Names: Service Funding Source
Format: Integer (1)
Codes/Values
Code Description
1 Children and Families
2 Older Persons
3 Clients with Physical or Sensory Disabilities
4 Clients with Learning Disabilities
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5 Clients with Mental Health Needs
6 Clients with Other Needs
RECORDING GUIDANCE
This is an optional data item.
Multiple types of home care services may exist for a client/service user and multiple providers can be
responsible for the same home care service. A service provision budget code should be submitted for each.
The codes reflect the categories of expenditure listed in Local Finance Return (LFR03). The code provided
should be the budget area of the Local Authority that would be providing the funding for this activity.
4.10 REABLEMENT
Definition: An indicator of whether the client/service user has received a reablement package within the
reporting period
Format: Integer (1)
Codes/Values:
Code Description
0 No
1 Yes
9 Not Known
RECORDING GUIDANCE
This is an optional data item.
Please record Code 1 - Yes for each client/service user where a reablement package has either stopped or
has been completed within the reporting period.
Reablement is a period of fixed focused care that is different from mainstream home care. It is an agreed
intensive input with the aim of the client/service users return of independence, for example, regaining daily
living skills after an illness, accident or hospitalisation. It is not long term support but usually around 6 weeks
but can be shorter or longer depending on need.
4.11 REABLEMENT SERVICE PROVISION BUDGET
Definition: Primary budget code that the service has been funded by.
Common Names: Service Funding Source
39
Format: Integer (1)
Codes/Values
Code Description
1 Children and Families
2 Older Persons
3 Clients with Physical or Sensory Disabilities
4 Clients with Learning Disabilities
5 Clients with Mental Health Needs
6 Clients with Other Needs
RECORDING GUIDANCE
This is an optional data item.
Multiple types of reablement may exist for a client/service user within a reporting period. A service provision
budget code should be submitted for each.
The codes reflect the categories of expenditure listed in Local Finance Return (LFR03). The code provided
should be the budget area of the Local Authority that would be providing the funding for this activity.
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SECTION 5: COMMUNITY ALARMS & TELECARE
Information should be returned on every client/service user who received a community alarm and/or telecare
service during the reporting period: it should not be property based.
RECORDING GUIDANCE:
Where there is more than one person living within a house who has been identified as eligible for and requiring
a community alarm/telecare service, individual information for each client/service should be provided.
Closed services and services for deceased service users should be included for each reporting period where a
service was provided. For example, if a service for a client stopped part of the way through a quarter their
information should be provided for that quarter with the appropriate start and end dates.
All active records for a client/service user within the reporting period should be submitted.
Client/service users may have multiple installations of community alarms and telecare. Each installation should
be recorded and have an associated installation start date.
People living within properties which have had alarms installed historically but which are no longer used to
meet care and support needs should not be included.
Information should be provided on community alarms/telecare services purchased by the Local Authority from
another provider e.g. Housing Association. This includes people living within amenity/sheltered/very
sheltered/extra care housing where a community alarm (including a sheltered housing alarm) or telecare is
included as part of the purchased or provided service.
Some telecare technologies may be installed in a person’s home for a short period of time only to assist an
assessment of need. This should be counted for the purpose of the return if the installation is in place.
5.1 FINANCIAL YEAR
Definition: The financial year that the records relate to. Financial year runs April to March.
Format: Integer (4)
RECORDING GUIDANCE
This is a mandatory data item.
Earliest year component of the financial year should be submitted e.g. 2017 should be submitted for the
financial year 2017/2018.
5.2 FINANCIAL QUARTER
41
Definition: The financial quarter that the records relate to.
Format: Integer (1)
Codes/Values
Code Description
1 Quarter 1: April-June inclusive
2 Quarter 2: July-September inclusive
3 Quarter 3: October-December inclusive
4 Quarter 4: January-March inclusive
RECORDING GUIDANCE
This is a mandatory data item.
5.3 SERVICE START DATE
Definition: The date that the service started.
Format: Date - DDMMCCYY (8)
RECORDING GUIDANCE
This is a mandatory data item.
Multiple installation dates may exist within a reporting period and these should be submitted as separate rows
of data.
5.4 SERVICE END DATE
Definition: The date that the service ended.
Format: Date - DDMMCCYY (8)
RECORDING GUIDANCE
This is a mandatory data item where applicable.
Multiple installation dates may exist within a reporting period and these should be submitted as separate rows
of data.
42
5.5 SERVICE TYPE
Definition: The type of device, equipment or adaptation installed.
Format: Integer (1)
Codes/Values
Code Description
1 Community Alarms
2 Telecare
RECORDING GUIDANCE
This is a mandatory data item.
Client/service users may have multiple installations of community alarms and telecare. Each installation should
be recorded and have an associated installation start date.
Telecare is the remote or enhanced delivery of care services to people in their own home by means of
telecommunications and computerised services. Telecare usually refers to sensors or alerts which provide
continuous, automatic and remote monitoring of care needs emergencies and lifestyle using information and
communication technology (ICT) to trigger human responses or shut down equipment to prevent hazards
(Source: National Telecare Development Programme, Scottish Government).
If the client/service user is in receipt of a technology package which consists of a communication hub (either
individual or part of a communal system), plus a button/pull cords/pendant which transfers an alert/alarm/data
to a monitoring centre or individual responder then Code 1 – Community Alarms should be recorded.
If the client/service user is in receipt of a technology package which goes over and above the basic community
alarm package identified above then Code 2 – Telecare should be recorded. A technology package can
include any other sensors or monitoring equipment, for example:
• Linked pill dispensers
• Linked smoke detectors
• Linked key safes
• Bogus caller buttons and door entry systems
• Property exit sensors, extreme temperature, flood, falls, movement detectors.
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Stand alone devices, pieces of equipment or assistive technology should not be considered ‘telecare’ for the
purpose of this return i.e. they should be capable of alerting/providing information to a monitoring centre or
individual responder and should generally be ‘linked’ to the home hub or communal alarm system.
If a person is in receipt of an enhanced telecare package which includes a community alarm, then data should
be returned for both variables (‘community alarm’ and ‘other telecare’).
5.6 SERVICE PROVISION BUDGET
Definition: Primary budget code that the service has been funded by.
Common Names: Service Funding Source
Format: Integer (1)
Codes/Values
Code Description
1 Children and Families
2 Older Persons
3 Clients with Physical or Sensory Disabilities
4 Clients with Learning Disabilities
5 Clients with Mental Health Needs
6 Clients with Other Needs
RECORDING GUIDANCE
This is an optional data item.
Multiple installations of community alarms and telecare may exist for a client/service user. A service provision
budget code should be submitted for each installation.
The codes reflect the categories of expenditure listed in Local Finance Returns (LFR03). The code provided
should be the budget area of the Local Authority that would be providing the funding for this activity.
44
SECTION 6: CARE HOMES
The Care Homes file should be submitted for clients/service users who have resided within a care home
during the quarterly reporting period. All active records for a client/service user within the quarterly
reporting period should be submitted.
Multiple episodes of care home admissions may exist for a client/service user.
This section includes:
Respite
This section excludes:
Continuing care in a hospital bed
Placements funded by an NHS Board
6.1 FINANCIAL YEAR
Definition: The financial year that the records relate to. Financial year runs April to March.
Format: Integer (4)
RECORDING GUIDANCE
This is a mandatory data item.
Earliest year component of the financial year should be submitted e.g. 2017 should be submitted for the
financial year 2017/2018.
6.2 FINANCIAL QUARTER
Definition: The financial quarter that the records relate to.
Format: Integer (1)
Codes/Values
Code Description
1 Quarter 1: April-June inclusive
2 Quarter 2: July-September inclusive
3 Quarter 3: October-December inclusive
45
4 Quarter 4: January-March inclusive
RECORDING GUIDANCE
This is a mandatory data item.
6.3 CARE HOME NAME
Definition: Name of the care home at which the client/service user resides.
Format: Alpha (50)
RECORDING GUIDANCE
This is an optional data item.
The name by which the care home is known should be recorded.
6.4 CARE HOME POSTCODE
Definition: The postcode of the care home at which the client/service user resides.
Common Names: Care Home Postal Code
Format: Alpha Numeric (8)
RECORDING GUIDANCE
This is a mandatory data item.
For all permanent care home residents, the postcode of the care home should be recorded.
For temporary care home residents, the postcode of their main place of residence should be recorded.
Partial postcodes will not be accepted. Full postcodes do not require a space between each component
part e.g. EH33XXX.
6.5 CARE HOME PROVIDER
Definition: The service provider of the care home.
Format: Integer (1)
Codes/Values
Code Description
46
1 Local Authority/Health & Social Care Partnership
If the care home is run, arranged and funded by the same Local Authority/Health & Social Care Partnership
2 Private If the care home is run by a private/independent organisation operated on a profit making basis
3 Other Local Authority If the care home is run by a different Local Authority/Health & Social Care Partnership to the one that has funded the placement. The Local Authority/Health & Social Care Partnership that has funded the placement is responsible for returning the data as part of their submission
4 Third Sector If the care home is run by a not for profit/non-profit organisation, including charities and voluntary organisations
5 NHS Board If the care home is run by a Health Board
6 Other
RECORDING GUIDANCE
This is a mandatory data item.
6.6 CARE HOME ADMISSION DATE
Definition: Date the client/service user was admitted to a care home.
Format: Date - DDMMCCYY (8)
RECORDING GUIDANCE
This is a mandatory data item.
This should be the date on which the client/service user was admitted to the care home.
6.7 CARE HOME DISCHARGE DATE
Definition: Date the client/service user was discharged from a care home.
Format: Date - DDMMCCYY (8)
RECORDING GUIDANCE
This is a mandatory data item where applicable
If a care home admission is on-going at the end of the quarterly reporting period the care home discharge
date should be left blank.
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If a permanent care home client/service user has been temporarily admitted to hospital and the care home
placement is still being funded then the care home discharge date should be left blank.
Reasons when a care home discharge date should be recorded include:
• Upon death of a client/service user
• Where a client/service user is transferred to another care home
• If a temporary or respite care home client/service user is admitted to hospital
• If a client/service user is discharged to other accommodation, including their home
• If a resident goes into hospital and their care home placement is no longer funded by the Local
Authority/Health & Social Care Partnership
• When a client’s/service user's reason for admission changes e.g. temporary to permanent care
home placement
• A care home discharge date is not required when the owner or name of the care home changes
6.8 REASON FOR ADMISSION
Definition: The primary reason for the client's/service user's admission to a care home.
Common Names: Residency Type
Format: Integer (2)
Codes/Values
Code Description Example
1 Respite If the prime reason for the client's/service user's placement is to provide respite or holiday relief for their carer
2 Intermediate Care (includes Step Up/Step Down)
If the prime reason for the client's/service user's placement is to provide step up or step down care, rehabilitation or other intermediate care
3 Emergency If the prime reason for the client's/service user's placement is an emergency or crisis admission
4 Palliative Care/End of Life Care If the prime reason for the client's/service user's placement is to provide palliative care or end of life care
5 Dementia If the prime reason for the client's/service user's placement is to provide care for Dementia
6 Elderly (includes Elderly Mentally Infirm) If the prime reason for the client's/service user's placement is problems due to age or related mental health problems
48
7 Learning Disabilities If the prime reason for the client's/service user's placement is to provide care for Learning Disabilities
8 High Dependency If the prime reason for the client's/service user's placement is to provide high dependency care. High dependency care is where clients/service users require more intensive observation, treatment and nursing care
9 Choice If the prime reason for the client's/service user's placement is by personal choice
10 Other If the prime reason for the client's/service user's placement is not offered as an option above
RECORDING GUIDANCE
This is an optional data item.
6.9 NURSING CARE PROVISION
Definition: The client/service user requires nursing care.
Format: Integer (1)
Codes/Values
Code Description
0 No
1 Yes
RECORDING GUIDANCE
This is a mandatory data item.
6.10 FUNDING TYPE
Definition: The funding type received by clients/service users who self fund their care home placement.
Format: Integer (1)
Codes/Values
Code Description
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1 Free Nursing Care
2 Free Personal Care
3 Free Nursing & Personal Care
RECORDING GUIDANCE
This is an optional data item.
This data item should only be completed for clients/service users where the only financial contribution
made by the Local Authority/Health & Social Care Partnership is Free Personal Care and/or Free Nursing
Care.
6.11 LOCAL AUTHORITY CONTRIBUTION
Definition: The average weekly amount contributed to the care home by the Local Authority/Health &
Social Care Partnership.
Format: Numeric (10)
RECORDING GUIDANCE
This is an optional data item.
The average weekly amount contributed throughout the quarterly reporting period should be submitted.
This amount should include any contributions for Free Personal Care and/or Free Nursing Care.
All monetary values should be submitted as £.pp e.g. fifty thousand pounds and fifty pence should be
submitted as 50000.50. Monetary values can be to two decimal places. The £ sign and commas should
not be submitted.
6.12 SERVICE PROVISION BUDGET
Definition: Primary budget code that the service has been funded by.
Common Names: Service Funding Source
Format: Integer (1)
Codes/Values
Code Description
1 Children and Families
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2 Older Persons
3 Clients with Physical or Sensory Disabilities
4 Clients with Learning Disabilities
5 Clients with Mental Health Needs
6 Clients with Other Needs
RECORDING GUIDANCE
This is an optional data item.
Multiple care home admissions may exist for a client/service user. A service provision budget code
should be submitted for each admission.
The codes reflect the categories of expenditure listed in Local Finance Returns (LFR03). The code
provided should be the budget area of the Local Authority that would be providing the funding for this
activity.
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SECTION 7: IORN
The Indicator of Relative Need (IoRN) is an information toolkit which uses specific characteristics about
the client/service user following an assessment or review. The IoRN group and the information used to
determine the group provides a concise description of the person at a point in time. The validated
questionnaire and toolkit used by IoRN covers Activities of Daily Living (ADL), personal care and food
preparation and mental wellbeing.
This section is optional and only needs to be submitted where applicable.
7.1 FINANCIAL YEAR
Definition: The financial year that the records relate to. Financial year runs April to March.
Format: Integer (4)
RECORDING GUIDANCE
This is a mandatory data item and must be recorded if IoRN data is being submitted.
Earliest year component of the financial year should be submitted e.g. 2017 should be submitted for the
financial year 2017/2018.
7.2 FINANCIAL QUARTER
Definition: The financial quarter that the records relate to.
Format: Integer (1)
Codes/Values
Code Description
1 Quarter 1: April-June inclusive
2 Quarter 2: July-September inclusive
3 Quarter 3: October-December inclusive
4 Quarter 4: January-March inclusive
RECORDING GUIDANCE
This is a mandatory data item and must be recorded if IoRN data is being submitted.
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7.3 IORN GROUP
Definition: The Indicator of Relative Need (IoRN) group assigned to the client/service user.
Common Names: IoRN Category
Format: Alpha Numeric (3)1
Codes/Values
Note: Any of the codes shown below may also be followed by the suffix ‘m’ e.g. A3m, B2m, Dm, Fm.
This means that an assessor has identified a raised score in the IoRN questions that relate to Mental
Well-being or Risk. More detail on this is available from documentation on the IoRN2 Algorithm. See link
below in Recording Guidance.
Code Description
A Low ADL Low personal care and food/drink preparation
A1 Independent in ADL and personal care indoors, without use of equipment or adaptations
A2 Largely independent in ADL and personal care indoors ,possibly using equipment or adaptations
A3 Mainly independent in ADL and personal care indoors, but with some difficulty, possibly using equipment or adaptations
B Low ADL Medium personal care and food/drink preparation
B1 Largely independent with ADL, possibly using equipment or adaptations. May require assistance from others. May have some difficulty with personal care or food/drink preparation.
B2 Largely independent with ADL, possibly using equipment or adaptations. They would require assistance from others. May have some difficulty with personal care or food/drink preparation.
B3 Largely independent with ADL, possibly using equipment or adaptations. Would require assistance from others. Would have some difficulty with personal care or food/drink preparation.
C Medium ADL No/Low mental wellbeing score
D Low ADL High personal care and food/drink preparation
E Medium ADL Medium mental wellbeing score
1 This format has been set to incorporate future changes to the IoRN score.
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Code Description
F High ADL Low bowel management and no/low mental wellbeing score
G Medium ADL High mental wellbeing score
H High ADL Low bowel management and high mental wellbeing score
I High ADL High bowel management
RECORDING GUIDANCE
This is an optional data item.
Documentation on the IoRN tool is available from http://www.isdscotland.org/Health-Topics/Health-and-
Social-Community-Care/Dependency-Relative-Needs/In-the-Community/
The IoRN assessment should be conducted by the client's/service users assigned Social or Health Care
Professional.
Multiple rows of data may be submitted to allow the recording of multiple IoRN groups in a quarterly
reporting period. Each IoRN group must have a corresponding date of IoRN group (see 7.4). When
used at the start and end of reablement (or an equivalent service) the multiple recording of the IoRN
Group for a client/service user provides a way of showing the outcome of care in terms of the
client/service users functional needs. For example when the client/service user begins their care they
may be in Group B3 and at the end in Group A2, showing improvement in functional need.
Only records for those clients/service users where the IoRN score has been recorded within quarterly
reporting period should be submitted.
7.4 DATE OF IORN GROUP
Definition: The date of most recently assessed IoRN group.
Format: Date – DDMMCCYY (8)
RECORDING GUIDANCE
This is an optional data item.
Only records for those clients/service users where the IoRN group has been recorded within quarterly
reporting period should be submitted.
Multiple IoRN group dates may be recorded as noted above in 7.3.